How to Find Account Numbers or How to Use Datatel Live Query

Keeping track of your own account numbers is difficult enough sometimes, but when you need to find someone else’s account number it can be an adventure.  Following are several different ways to find account numbers using the  “Find” or “Filter” function in excel “Datatel Live Query". To access this via the WEB simply click on the Datatel Live Query link on the left hand side of the Business Office Home Page. Or if you prefer, you can open via excel by doing the following:

To access Datatel Live Query do the following:

  1. Open Excel
  2. Click on “File” at top left
  3. Click on “Open”
  4. Click the down arrow in the “Look In:” box
  5. Click on “Misc on Admin Server (L:)”
  6. Double click “Ais”
  7. Double click “Business Office”
  8. Right click on “Datatel Live Query”
  9. Click on “Open Read Only”
  10. Click on the "Enable Macros" bar (if this option doesn’t come up, skip this step)
  11. Click on “Tools” at the top
  12. Click on “AutoSave” (if you don’t have this option skip 11-13)
  13. If there is a check mark in the “Automatic Save Every” box click the box to clear the check mark
  14. Click “OK”

You’re now ready to find account numbers.  Following are examples of different ways to find what you’re looking for.  Using Edit/Find will still display the entire chart of accounts, highlighting the first account number in your search.  Using the Filter arrows will show just the results of your search.

To find the Datatel account number if you know the old Bi-Tech number:

  1. Click on the “A” in column A
  2. Click on “Edit” at the top
  3. Click on “Find”
  4. In the “Find What” box key in the old project code including leading zeros
  5. Click on “Find Next”
  6. Excel should have highlighted your request, click on “Close”

To find the Datatel account number using part of the account title:

  1. Click on the “B” in column B
  2. Click on “Edit” at the top
  3. Click on “Find”
  4. In the “Find What” box key in some portion of the account title (ie Business)
  5. Click on “Find Next”
  6. Excel should have highlighted the first account containing the word you keyed in, click on “Close” if this is the account you were looking for; if not, click on “Find Next” until you find what you want

To find the Datatel account number using the department code:

  1. Click on the “F” in column F
  2. Click on “Edit” at the top
  3. Click on “Find”
  4. In the “Find What” box key in the five digit department code (ie 40002)
  5. Click on “Find Next”
  6. Excel should have highlighted the first account containing the department code you keyed in, click on “Close”

So far we’ve only used the “Edit” and “Find” features, now we’ll use the “Filter” arrows at the top of every column.

To find the Datatel accounts using the Location code:

  1. Click the down arrow in column D
  2. Scroll down until you find the Location code you want (ie 54 = Div II)
  3. Click on that Location code
  4. Excel should now display all accounts containing that Location code

To find the Datatel accounts using the Function code:

  1. Click the down arrow in column E
  2. Scroll down until you find the Function code you want (ie 18 = fee courses)
  3. Click on that Function code
  4. Excel should now display all accounts containing that Function code

To find all accounts with salaries and wages using the Custom filter:

  1. Click the down arrow in column H
  2. Click on “Custom”
  3. Click the down arrow in the first box and find the words “begins with” and hit the tab key
  4. Key in “51” in the second box and click “OK”
  5. Excel should now display all salary, wage and OPE accounts

To find expense accounts excluding the budget only accounts:

  1. Click the down arrow in column G
  2. Click on “Custom”
  3. Click the down arrow in the first box and find the words “does not contain” and hit the tab key
  4. Key in “budget” in the second box and click “OK”
  5. Then, click on the down arrow in column H
  6. Click on “Custom”
  7. Click the down arrow in the first box and find the words “begins with” and hit the tab key
  8. Key in “5” in the secod box and click “OK”
  9. Excel should now display only expense accounts that begin with a 5, excluding the budget only accounts

You can use numerous combinations, but be warned, if excel doesn’t understand what you want, the entire screen will blank out. There are other sheets in this excel file that you can view. One lists all the location codes and their descriptions, another lists the function codes and descriptions. These might be helpful in your never ending search for accounts.